Position Information

NY HELPNo

AgencyHealth, Department of

TitleState EMS Contracts and Procurement Unit Manager (Health Program Administrator 1) - 52083

Occupational CategoryOther Professional Careers

Salary Grade23

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $86681 to $109650 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 10%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? Yes

Telecommuting allowed? Yes

Location

County Albany

Street Address Division of State Emergency Medical Services

875 Central Avenue

City Albany

StateNY

Zip Code12206

Job Specifics

Duties Description The Contracts and Procurement Unit Manager (Health Program Administrator 1) performs professional administrative, analytical, and supervisory work overseeing the Division’s procurement, contract, and grant administration activities. The position supports the acquisition of commodities, equipment, technology, contractual services, and other resources required to administer Division programs and operations; Oversees procurement and grant development, contract and grant administration, vendor and contractor coordination, fiscal documentation, records management, and internal controls; Supervises staff assigned to these activities; And personally handles or reviews more complex, unusual, or time-sensitive assignments to support the timely, compliant, and cost-effective use of public funds.

Reporting to the Finance Operations Branch Chief, the Contracts and Procurement Unit Manager works with Division program managers, fiscal staff, Department procurement and administrative offices, vendors, contractors, grant recipients, and other governmental entities to translate program and operational requirements into complete procurement, contract, and grant actions. The Manager establishes Unit work priorities; Assigns and reviews staff work for completeness, accuracy, and compliance; Interprets applicable requirements; Develops and implements procedures, tracking methods, and administrative controls in coordination with the Finance Operations Branch Chief; Resolves complex administrative, documentation, processing, and performance issues within delegated authority; Prepares analyses and recommendations for management review; And refers significant exceptions, disputed matters, unclear precedents, policy-sensitive issues, and matters requiring higher-level approval to the Finance Operations Branch Chief or other appropriate authority.

Work includes oversight of multiple concurrent procurements, grants, contracts, and related administrative activities involving different commodities or services, purchasing methods, funding sources, approval requirements, periods of performance, vendors, contractors, grant recipients, and program timelines. Activities must comply with applicable laws, policies, procedures, internal controls, funding requirements, and established precedents; However, assignments may involve unusual circumstances or program needs for which existing guidance does not provide a complete course of action. The Manager analyzes program and operational requirements, identifies applicable procurement, grant, contracting, fiscal, documentation, and processing requirements, evaluates information from multiple sources, and ensures transactions are developed and maintained as complete and supportable administrative records. Assignments frequently begin with program requests that require clarification, additional documentation, refinement of specifications, grant or contractual requirements, or coordination among multiple program, fiscal, administrative, and external parties before action can proceed.

The Contracts and Procurement Unit Manager exercises judgment in assigning and reviewing staff work, researching and interpreting requirements, reconciling contract, grant, procurement, and fiscal information, identifying compliance or internal control concerns, and determining appropriate administrative action within delegated authority. The Manager develops or recommends changes to Unit procedures, tracking methods, documentation standards, and internal controls; Resolves complex matters where established processes provide sufficient authority but require interpretation or adaptation; And prepares findings and recommendations concerning matters requiring higher-level determination. Proposed exceptions, significant contractual or grant disputes, unclear precedents, substantial performance deficiencies, significant fiscal concerns, suspected misuse of funds, and policy-sensitive matters are referred to the Finance Operations Branch Chief or other appropriate authority. Errors in judgment, inadequate oversight, or omissions may result in rejected or delayed transactions, interruption of Division programs, improper or unsupported expenditures, missed procurement, contract, or grant deadlines, audit or internal control findings, loss of available funding, contractual or grant disputes, or failure to obtain goods and services necessary for routine or emergency operations.

Major Functions and Associated Duties

Procurement and Grant Planning, Solicitation Development, and Administrative Coordination - 30%
Coordinates and oversees procurement and grant activities assigned to Unit staff for commodities, equipment, technology, contractual services, grant-funded activities, and other resources required to support Division programs and operations in accordance with applicable State and Department requirements; Reviews procurement and grant requests, scopes of work, specifications, program descriptions, cost estimates, funding information, schedules, performance requirements, and supporting materials to identify incomplete information, conflicting requirements, or other conditions that must be resolved before processing; Confers with program staff to clarify operational and program needs and assists in translating those needs into clear specifications, statements of work, grant requirements, deliverables, schedules, performance measures, reporting requirements, and acceptance criteria; Researches available procurement mechanisms, grant requirements, and applicable procedural requirements, including preferred sources, centralized contracts, discretionary purchasing authorities, competitive procurements, grant opportunities, and other authorized methods, and prepares findings or recommendations for management review; Develops, drafts, edits, assembles, and reviews Requests for Proposals, Invitations for Bids, Requests for Quotes, Requests for Information, Requests for Applications, sole or single source documentation, justification memoranda, procurement records, grant documentation, evaluation materials, routing forms, and related transaction documents; Reviews procurement and grant packages prepared by staff to verify that required program information, cost support, funding information, approvals, evaluation criteria, and administrative documentation are complete, accurate, internally consistent, and appropriate for submission; Coordinates required internal reviews, submission and routing of procurement and grant packages, publication or distribution through approved channels, vendor or applicant communications, proposal or application receipt activities, and preparation of evaluation materials; Oversees evaluation activities by ensuring proposals or applications are organized appropriately, scoring materials and instructions are complete, results are accurately tabulated, administrative findings are documented, and procurement or grant records are maintained in accordance with established procedures; Provides technical guidance to Division staff regarding procurement and grant documentation, solicitation requirements, transaction processes, evaluation procedures, and established Unit practices; Tracks significant procurements and grant actions from initiation through award, approval, or execution and directs follow-up with program staff, vendors, applicants, fiscal personnel, and reviewing offices regarding outstanding documents, approvals, responses, or other actions that could delay completion; Coordinates urgent and emergency procurement activities by reviewing operational requirements, evaluating available acquisition mechanisms, directing preparation of expedited documentation, monitoring required approvals, and referring matters requiring higher-level determination to the Finance Operations Branch Chief.

Contract and Grant Administration, Program Monitoring, and Compliance Review - 30%
Oversees staff administration and monitoring of assigned contracts, grants, purchasing agreements, and related arrangements to support compliance with approved terms, program deliverables, reporting requirements, fiscal limitations, and performance schedules; Ensures complete and accurate contract and grant records are established and maintained identifying the contractor or grant recipient, scope or funded activity, funding, period of performance, deliverables, reporting requirements, payment or reimbursement terms, renewal or continuation dates, amendment activity, expenditures, and other information required for ongoing administration; Reviews and approves staff analyses of periodic and final contractor or grant reports, program and service statistics, invoices, expenditure records, reimbursement documentation, supporting materials, and program certifications to determine whether submissions are complete and consistent with applicable requirements; Coordinates with program staff to evaluate completion of deliverables, progress toward grant or contract objectives, quality and timeliness of services, operational concerns, changes in program needs, and other conditions affecting continued administration; Ensures staff track contract and grant balances, expenditures, deliverable schedules, reporting dates, expiration dates, funding periods, renewal or continuation dates, and other milestones to identify actions required before contractual, grant, or fiscal deadlines; Identifies missing reports, unsupported expenditures, inconsistent records, delayed deliverables, unfulfilled requirements, or other deficiencies and directs appropriate follow-up with program staff, contractors, grant recipients, vendors, or administrative offices to obtain clarification, corrective documentation, or additional information; Prepares or reviews recommendations concerning continuation of funding, contract or grant renewal, amendment, extension, funding changes, scope revisions, corrective action, or closeout based on performance, expenditures, remaining program needs, applicable requirements, and consultation with technical program staff; Ensures documentation supporting contract and grant amendments, renewals, extensions, funding actions, assignments, closeouts, and other authorized actions is complete, accurate, appropriately routed, and maintained in accordance with records requirements; Provides technical assistance to Division staff regarding contractor and grant monitoring, reporting requirements, documentation standards, invoice or reimbursement support, and other established administrative requirements; Reviews significant contractor or grant-recipient performance concerns and recommends appropriate administrative action; Refers contractual disputes, proposed exceptions, unresolved fiscal concerns, significant performance deficiencies, suspected misuse of funds, or matters requiring policy, legal, or higher-level administrative interpretation to the Finance Operations Branch Chief or other appropriate authority; Ensures administrative records adequately document contract and grant terms, approvals, performance, expenditures, modifications, correspondence, corrective actions, funding decisions, and closeout activities for management review, audit, internal control, and records-retention purposes.

Procurement Transactions, Vendor and Contractor Coordination, and Fiscal Documentation - 25%
Oversees procurement transactions and related fiscal documentation to support timely acquisition of goods and services and compliance with applicable purchasing and contracting requirements; Conducts or reviews market research, product or service information, quotations, available procurement options, price analyses, and justification documentation prepared by staff to determine whether proposed transactions are adequately supported; Reviews vendor responses and supporting materials to identify administrative deficiencies, inconsistencies, exceptions, or information requiring clarification before a transaction proceeds; Communicates with vendors and contractors regarding procurement requirements, administrative documentation, contract obligations, performance expectations, and matters requiring management-level coordination; Coordinates administrative processes among program staff, vendors, contractors, fiscal personnel, procurement offices, and other reviewing entities to resolve processing issues and move procurement and contracting actions through established approval processes; Oversees staff review of documentation confirming receipt and program acceptance of goods or services in accordance with purchase documents, service agreements, and contracts to support accurate and timely payment processing; Reviews and approves staff analysis of invoices and supporting documentation for consistency with purchase documents, contract terms, quantities, pricing, deliverables, and program confirmation before routing transactions for fiscal review; Identifies or reviews discrepancies involving pricing, quantities, contract coverage, procurement documentation, receipt or acceptance of goods and services, invoices, or other transaction records and directs appropriate corrective action before further processing; Ensures procurement and contract records demonstrate compliance with applicable purchasing requirements, procurement thresholds, competitive requirements, internal controls, approval requirements, and documentation standards; Reviews recurring transaction or vendor issues and develops recommendations to improve procurement planning, documentation, contract administration, or coordination with program and fiscal staff.

Personnel Supervision, Records Systems, Reporting, and Unit Operations - 15%
Supervises professional and support staff assigned to the Contracts and Procurement Unit and coordinates the work of contracted personnel assigned to support Unit activities; Plans and schedules work according to procurement and contract priorities, grant deadlines, workload volume, staff availability, fiscal requirements, and Division operational needs; Assigns and reassigns work based on employee knowledge, experience, workload, and assignment complexity and adjusts assignments to address absences, emergencies, changing priorities, or approaching deadlines; Provides instructions, technical guidance, procedural interpretation, and assistance to staff in resolving problems encountered during procurement, contract, grant, vendor, records-management, and related administrative activities; Reviews work in progress and at completion for accuracy, completeness, timeliness, compliance with established requirements, and consistency with management direction; Develops employee performance plans, communicates performance expectations, monitors employee performance, completes periodic and annual performance evaluations, and discusses performance results with employees; Identifies training and development needs and provides or arranges training, orientation, cross-training, and other developmental activities necessary to maintain staff competency and continuity of Unit operations; Counsels employees regarding performance or conduct concerns, establishes corrective expectations, documents deficiencies as appropriate, and recommends or initiates corrective or disciplinary action in accordance with Department policy and delegated authority; Reviews and approves employee time records, leave requests, schedule changes, and requests for time off in accordance with applicable policies, contractual requirements, workload needs, and operational priorities; Participates in recruitment, interviewing, selection, onboarding, and orientation activities for Unit vacancies and new employees; In coordination with the Finance Operations Branch Chief, develops and implements manual and automated procurement, grant, and contract tracking systems, databases, logs, electronic files, calendars, templates, reporting tools, and administrative procedures necessary to document Unit workload, transaction status, approaching deadlines, and performance; Directs staff in maintaining these systems and establishes standards for timely data entry, record accuracy, reconciliation, documentation, and quality control; Reviews and analyzes procurement, grant, contract, vendor, expenditure, workload, and status information to identify incomplete actions, approaching deadlines, delayed transactions, recurring documentation problems, workload imbalances, or other matters requiring management attention; Prepares or directs preparation of narrative reports, workload summaries, status reports, correspondence, briefing materials, audit responses, and other written products describing Unit activity, contract and grant status, expenditure levels, pending actions, service-delivery issues, and significant deadlines; Coordinates audit preparation and internal control activities by assigning staff to locate and reconcile records, validating transaction histories and supporting documentation, reviewing draft responses, and developing corrective actions in coordination with the Finance Operations Branch Chief; Recommends changes to workflows, staffing practices, tracking methods, standard documents, administrative procedures, or technology based on analysis of Unit operations, audit findings, recurring processing problems, or changes in program requirements; Conducts Unit meetings and coordinates workload planning, procedure implementation, continuity-of-operations activities, and other administrative functions necessary to maintain effective contract, grant, and procurement operations.

Minimum Qualifications Permanent Transfer Candidates: Current NYS employee with one or more years of permanent or contingent-permanent competitive service in a salary grade at or above G21 and eligible for transfer via Section 52.6 or Section 70.1 of the NYS Civil Service Law.

Preferred Qualifications: (Certifications / Licenses): Certification or formal training in public procurement, purchasing, contracting, contract administration, or a related discipline is preferred; Certified Public Procurement Officer, Certified Professional Public Buyer, or a comparable professional credential is desirable but not required.
Preferred Qualifications (Experience): Two or more years of professional experience supporting procurement, purchasing, contract administration, fiscal administration, grants or contract operations, or a related administrative function; Experience preparing or reviewing solicitations, purchasing requests, contracts, amendments, vendor documentation, invoices, or other formal business transactions; Experience working in government, healthcare, emergency services, or another regulated administrative environment is preferred; Experience with New York State purchasing, contracting, fiscal, or administrative processes is desirable. One or more years of supervising procurement, purchasing, contract administration, fiscal administration, grant or contracts operations staff.
Preferred Qualifications (Knowledge / Skills / Abilities): Knowledge of public-sector procurement, purchasing, contracting, contract monitoring, and fiscal control principles; Ability to interpret and apply laws, regulations, policies, contract provisions, purchasing requirements, and procedural guidance to assigned transactions; Ability to develop clear scopes of work, specifications, procurement documents, justification memoranda, correspondence, reports, and administrative records; Ability to review proposals, pricing information, vendor documentation, contract reports, invoices, expenditure information, and related records for completeness, accuracy, and consistency; Ability to identify discrepancies, research applicable requirements, obtain missing information, and recommend corrective actions; Strong organizational skills and the ability to manage multiple assignments with different deadlines and approval requirements; Proficiency with spreadsheets, databases, financial systems, document-management applications, and standard office technology; Strong communication skills to ensure clarity and professional presentations to program staff, vendors, contractors, fiscal personnel, procurement officials, and other internal and external parties; Ability to protect confidential, procurement-sensitive, and fiscal information from unauthorized disclosure.

Additional Comments Health Emergency Management Statement: All Division of State Emergency Medical Services staff are expected to participate in emergency management activities as part of their roles. While not all positions require regular deployment to disaster sites, all employees may be subject to 24/7 recall for emergency operations. This may involve irregular work hours, duties outside of the official position description, and assignments at locations other than the designated duty station. Travel in support of emergency operations may be extensive (lasting from days to weeks), with little advance notice, and may involve relocation to sites with physically demanding and challenging operational conditions.

When reviewing qualifications, omissions and vagueness cannot be interpreted in the candidate’s favor. Candidates are responsible for providing accurate and clear descriptions of their experience demonstrating how they meet the minimum qualifications.

NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit:
https://health.ny.gov/commissioner/index.htm

If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.Reasonable.Accommodation@health.ny.gov to make a request.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Human Resources Management Group, SM/HPA1/52083

Telephone 518-486-1812

Fax 518-473-3395

Email Address resume@health.ny.gov

Address

Street Corning Tower, Empire State Plaza, Room 2217

City Albany

State NY

Zip Code 12237

 

Notes on ApplyingPlease submit your resume and cover letter through the online portal using the link below:

https://apps.health.ny.gov/pubpal/builder/survey/EMS022.2607

OR submit your resume & cover letter to Resume@health.ny.gov and include SM/HPA1/52083 in the subject line.